We are looking for an experienced Executive Assistant to provide high-level administrative support within a dynamic education environment. This Contract position is based in Vancouver, British Columbia, and will play a key role in supporting senior leadership through strong coordination, communication, and organizational expertise. The successful candidate will manage competing priorities with discretion, contribute to smooth daily operations, and help deliver well-organized meetings, events, and administrative processes.

Responsibilities:
• Manage and prioritize incoming requests for the Vice-Provost, responding directly when appropriate and redirecting matters to the right contacts for timely follow-up.
• Oversee a complex executive calendar by arranging meetings, resolving scheduling conflicts, confirming logistics, and securing required meeting spaces or virtual resources.
• Provide full administrative support for meetings and committees by preparing agendas and materials, recording accurate minutes, and tracking action items to completion.
• Coordinate and support events such as receptions, conferences, and special meetings, ensuring all planning details are organized effectively from start to finish.
• Monitor budget activity by tracking expenditures, supporting budget development processes, and assisting with invoice and expense reimbursement approvals in collaboration with finance teams.
• Draft, edit, and format confidential correspondence, memoranda, reports, and other documents requiring a high degree of accuracy and professionalism.
• Prepare travel arrangements and related documentation, while also managing expense reporting and associated administrative records.
• Maintain organized digital and physical files, including document scanning, record keeping, and the preparation of materials for internal and external use.
• Bachelor’s degree in business administration or a related field, or an equivalent combination of education and experience.
• At least five years of experience providing senior-level administrative support to executive leadership, ideally within a post-secondary or academic setting.
• Demonstrated ability to handle confidential matters with professionalism, sound judgement, diplomacy, and discretion.
• Strong written and verbal communication skills, with the ability to prepare meeting minutes, correspondence, reports, and presentation materials.
• Proficiency with Microsoft 365 applications, including Word, Excel, PowerPoint, and SharePoint, as well as virtual meeting platforms and database systems.
• Proven ability to manage calendars, coordinate events, arrange travel, and balance multiple deadlines in a fast-paced environment.
• Working knowledge of budgeting, expense processing, and basic financial tracking.
• Ability to work independently and collaboratively, with flexibility to support activities outside regular business hours when required.

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